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Development of Electronic Document Archive Management System (EDAMS): A

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 International Journal of Digital Information and Wireless Communications (IJDIWC) 7(2): 106-117
The Society of Digital Information and Wireless Communications, 2017 ISSN: 2225-658X (Online); ISSN 2412-6551 (Print)

Development of Electronic Document Archive Management System (EDAMS): A Case

Study of a University Registrar in the Philippines

Las Johansen B. Caluza

lasjohansencaluza@lnu.edu.ph
Leyte Normal University

ABSTRACT KEYWORDS: software development,

The traditional method of data storage has
shown its impact in managing documents
from security, retrieval, and monitoring.
Many kinds of literature suggest that this
approach would result in low job satisfaction
rating from its clients. Leyte Normal
University’s Office of the Registrar is no
escape in this dilemma. In November 2013,
the university experienced the strongest
typhoon ever recorded known as Haiyan
locally known as Yolanda. The
archive/storage area of the Registrar was
heavily affected were most of the documents
scattered and deteriorated. With this
experience, it is empirical to study to
provide a practical solution. The researcher
utilized embedded single case study using
thematic analysis in identifying the issues
and coping strategies of the seven
participants through in-depth interviews,
focus group discussion, and observation.
Moreover, the utilization of Systems
Development Life Cycle’s Sashimi model in
developing the software was carried out.
The result revealed various issues and
coping strategies mentioned by the
participants, from a limited storage area to
difficulty in document retrieval and
monitoring, and from the utilization of
logbook to misclassification of records.
Finally, the results became the basis for
developing the electronic document archive
and management system (EDAMS).
qualitative-case study, systems development
life cycle, Philippines.
1. INTRODUCTION
Information systems have shown its
significant impact and importance in the
digital age. A study reveals the benefits of
having a digitmiesal process were fast and
increased productivity, better monitoring,
high level of accuracy, and high level of
consistency of information [1]. Many
organizations are developing information
systems designed specifically to facilitate
the sharing and integration of knowledge
[2]. Despite the application of technologies,
there are still using the manual process of
data storage and retrieval which hinders the
productivity, efficiency, and accuracy of
information and the quality service itself [3]
identified four (4) problems in traditional
methods of data storage such as it takes too
long to acquire, it costs too much regarding
maintenance, it is not scalable enough, and it
requires too much commitment. The use of
the manual process of data storage and
traditional methods of data storage still exist
in the university. As observed, many
students transact the University Registrar
every day, which the Staff needs to attend
this diverse client and request. The tendency
of data filing, retrieval, and releasing of
documents will be affected due to the
current set-up and processes they are
dealing. These gaps identified by the

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The Society of Digital Information and Wireless Communications, 2017 ISSN: 2225-658X (Online); ISSN 2412-6551 (Print)
literature and through observation are the
primary concern of this study.
2. FRAMEWORK
Build automation theory is the act
of scripting or automating a wide variety of
tasks. Build automation includes managing
the pre and post compile and link activities.
There are many advantages in building
automation systems. Among those were
improved product quality, accelerate the
compile and link processing, eliminate
redundant tasks, minimize "bad builds,"
eliminate dependence on the main
personnel. Also, have a history of builds and
releases to investigate issues, Save time and
money - because of the reasons listed above.
In Agile software development, having a
computerized system or using
working software allows us to measure how
fast we produce results. Which in this case,
the theory would like to imply regarding
acceleration of the process, eliminating
redundant task, and save time and money in
general.
A systematic process through process
transformation from manual to computerize
is now the trends and keeps on moving
forward. The use of Systems Development
Life Cycle (SDLC) in developing systems
plays a vital role in information processing.
This theory was once compared the then and
now by Computer World and the article says
“Software development consisted of a
programmer writing code to solve a problem
or automate a procedure. Nowadays,
systems are so big and complex that teams
of architects, analysts, programmers, testers
and users must work together to create the
millions of lines of custom-written code that
drive our enterprises [4]” In developing
Information Systems (IS) using SDLC are
the most appropriate methodology and the
most commonly used for systems
development analysis and design effort [5].
In support of the SDLC theory in developing
systems Samanga Amarasinghe [6] stated
that “Software development is the process
whereby one creates a set of instructions that
directs a computer to perform a given task(s)
in a particular order, using specified
hardware devices, memory allocation, and
others.” SDLC has different types of models
which software developers can choose from
based on its usefulness and appropriateness
of the kind and purpose of the system to be
developed. Some of these were the Iterative
model, Waterfall model, Sashimi model,
Spiral model, Fish Bone or Ishikawa
Diagram, and Prototyping. In Software
Engineering, it is a part of an approach
called Software Requirement Analysis
(SRA). This SRA presents the requirement
gathering process that intensifies and
focused specifically on software. In this
method, to further understand the nature of
the software or program(s) to be developed,
the researcher or software engineer must
understand the information domain for the
software, as well as required function,
behavior, performance, and interface [7].
The theory mentioned serves as a vital
benchmark towards the development of the
system.
3. THE STUDY
This study utilized embedded single-case
study design using thematic analysis
approach. Wherein the main instrument was
an interview conducted by the researcher,
including narratives of the participants about
the current situation in the workplace. As a
faculty of Information Technology and
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The Society of Digital Information and Wireless Communications, 2017 ISSN: 2225-658X (Online); ISSN 2412-6551 (Print)
Computer Education unit of the Leyte
Normal University and the interest in
systems development and web engineering
area, the researcher observed in the daily
transactions in the registrar office, the
researcher became interested in creating a
system that the Registrar will benefit from
and the university itself regarding quality
service.
This study would like to investigate
the process of document retrieval and record
keeping of the paper archives of the Leyte
Normal University Registrar. Moreover, the
researcher would like to develop a digital
document archive of all pertinent student
documents that were not found or included
in the current Integrated School Information
System (ISIS).
Specifically, this study would like to
seek the following questions:
1. What are the issues faced by the
office of the university registrar
in dealing with documents
received from the students,
monitoring, and retrieval?
2. How do they cope up with these
issues?
3. Based on the results of this study,
what System can be developed to
solve their problem in data
management, monitoring, and
retrieval?
En route to resolve the current
dilemma found in the university registrar
office, the researcher was requested by the
university registrar to create a system that
will handle and listen to the workload of its
personnel. This study utilized embedded
single-case study using thematic analysis. In
the development of the system, the
researcher used the fusion of Iterative and
Waterfall Method in Systems Development
Life Cycle (SDLC). A Lifecycle covers all
the stages of software from its inception
with requirements definition through to
fielding and maintenance [8]. The use of
process model in SDLC is a practice by
which systems developers use and follows
before, during and after the development of
a system which will become a product called
software. With this project development, the
researcher uses the Sashimi model originated
by Peter DeGrace and an additional
feedback mechanism of Waterfall model.
Determine
Requiremen
Design and
Coding
Testing
Implementat
ion
Maintenance
Figure 1: Sashimi and Waterfall Model
Waterfall model in software development
methodologies is one of the most widely
known and recognized methodologies. It
suits for projects where the requirements are
clear. Using the Waterfall software
development life cycle, the implementation
of the system preceded by requirements
definition, analysis, design and development
[9]. The researcher uses this method because
the system will continuously improve for
further enhancement of other transactions
into the system. In effect, a system for the
university registrar will be developed and
utilized.
3.1 Determine Requirements and Analysis
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 International Journal of Digital Information and Wireless Communications (IJDIWC) 7(2): 106-117
The Society of Digital Information and Wireless Communications, 2017 ISSN: 2225-658X (Online); ISSN 2412-6551 (Print)
This study was conducted at the Leyte
Normal University specifically the retrieval
of student request of pertinent records that
were not included in the ISIS like document
retrieval such as Transcript of Records
(TOR), Diploma, Form 137, Form 138,
Honorable Dismissal, Good Moral, Birth
Certificate (NSO), Marriage Certificate
(NSO), Certificate of Transfer Credentials,
Informative Copy of Transcript, Original
Copy of TOR. Currently the university
registrar process around an average of three
hundred (300) request per day, whether the
information found in the ISIS or the Student
Archives. This enormous number of
transactions per day will affect the service of
the university registrar. In effect, a request
of a particular clientele would take time due
to this reason.
Quantitative design using the descriptive
method and qualitative design was utilized
by the researcher to determine the detailed
responses of the respondents towards the
processes and transactions in the University
Registrar’s Office, and a narrative response
from the respondents was also conducted to
gather more information. A survey
questionnaire was used as its primary
instrument and supported by interview and
observation to fill in other ambiguous
processes, transactions, and questions.
3.2 Design and Coding
In this phase of the spiral model, the
researcher starts the development of the
software using software engineering best
practices such as planning, requirements,
and analysis, change control, quality control,
progress and maintenance, and support after
delivery of the product [10]. To facilitate the
requirements of the system, the researcher
uses programming languages such as
hypertext pre-processor (PHP) programming
as the main computer programming
languages for web development system.
PHP programming was created by Rasmus
Lendorf and was commonly known before
as Personal Home Page and continuously
improved by rewriting its parser by Zeev
Suraski and Andi Gutmans and later
introduce to Zend scripting to deliver higher
performance and supported by running
under the web servers like Apache as a
native server module [1e]. Other scripting
languages where JavaScript to facilitate the
data manipulation before its processing in
the server-side scripting of the system. The
use of HTML5, which is the latest version of
the Hyper Text Markup Language (HTML)
for web development document creation and
the use of Cascading Style Sheet version 3
(CSS3) as the latest version in web
designing. To enhance more the design and
system prototype the researcher uses Twitter
Bootstrap created Mark Otto and Jacob to
facilitate the look-and-feel of a system in
web engineering. A bootstrap is an open-
source JavaScript Framework set up by the
team at Twitter. It is a combination of
JavaScript, HTML5, and CSS3 to give an
easy creation of web design and
functionalities of a website [12]. Through
the use of these latest software development
programming languages and scripting
languages, the development of systems will
be easy, manageable, and fast.
3.3 Testing
Since the researcher uses the sashimi model
and obvious improvements to the waterfall
and other models in SDLC is during the
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 International Journal of Digital Information and Wireless Communications (IJDIWC) 7(2): 106-117
The Society of Digital Information and Wireless Communications, 2017 ISSN: 2225-658X (Online); ISSN 2412-6551 (Print)
testing phase of the project. Testing occurs
as part of the development proves and then
again in the context of the deployment
process. There are several different types of
testing; the researcher uses the following:
System testing, Functional testing,
Performance testing, Loading testing, and
Compatibility testing [9].
3.3.1 Function Testing
Modules, subprograms, and other
related system functionalities were
tested by the researcher/developer to
understand the risk part of the
program further and be able to
respond necessary action or solution
to the problem identified by the
researcher and the registrar’s
personnel.
3.3.2 Performance Testing
In this phase, the researcher does
some trial and observation of the
actual system performance during
Loading and Compatibility Testing.
In which, observation in real time
processing in this phase was
performed.
3.3.3 Load Testing
This testing phase includes actual
document sample scanning and
feeding information to the system.
The researcher observed how the
system behaves during and after
information attachment and data
storage or saving to the system.
3.3.4 Compatibility Testing
Compatibility issues were
undertaken by the researcher by
checking the hardware components
such as scanners that will be used for
document scanning to produce
electronic copy, server computer to
serve as the controller of the system
to avoid possible computer hacking
and virus attack. However, it is
limited to network username and
password regarding system’s
protection. The client side computer
is also tested to understand the
behavior further and its compatibility
regarding data processing.
3.3.5 System Testing
The actual system testing and
determining the quality of clean data,
time processing, and overall
performance of the developed system
was performed in this phase. To be
able to accomplish this phase the
researcher together with a
representative of the office of the
University Registrar conducted and
followed software engineering
techniques and approaches in testing
and quality assurance by passing
several testing phases mentioned
above such as Function,
Performance, Loading, and
Compatibility Testing.
3.4 Implementation
After the software quality testing, transfer of
technology will follow, wherein technology
transfer agreement is carried out between the
researcher/developer of the software and
research and the implementing agency (the
university). R.A. 10055 also known as the
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The Society of Digital Information and Wireless Communications, 2017 ISSN: 2225-658X (Online); ISSN 2412-6551 (Print)
“Philippine Technology Transfer Act of
2009” [13] says:
An act providing the framework and
support system for the ownership,
management, use, and
commercialization of intellectual
property generated from research
and development funded by
government and for other purposes.
It is this premise that the technology
developed by the research had to transfer to
the university as a result of its
investigations, being one (1) of the core
functions of a government employee in the
education sector. Moreover, a proposal to
conduct and transfer of technology by the
researcher and the implementing agency or
its sub-office (the Registrar) of the
university. The University, upon accepting
the said developed software, a memorandum
of agreement (MOA) will be arranged and
be signed by both parties. Technology
Transfer Arrangement refers to conventions
or agreements. Technology transfer includes
renewals thereof, including the transfer of
systematic knowledge for the manufacture
of a product. It is also the transfer of the
application process, or rendering of a
service, including management contracts;
and the transfer, assignment or licensing of
all forms of intellectual property rights,
including licensing of computer software
except computer software developed for the
mass market [14]. Training will also be done
and will be included in the proposal and will
consider the availability of the researcher
and the end user (registrar personnel). After
which, the installation process will follow.
3.5 Maintenance
Several stages performed in maintaining the
system where some of which were
prerequisites and required knowledge
involved, like PHP programming skills,
networking skills, database management
systems skills, and designing skills.
Troubleshooting of the developed system is
easy provided that the above criteria be
satisfied.
4. RESULTS AND DISCUSSIONS
Theme 1: Issues Faced by the University
Registrar
The issues faced by the University Registrar
showed in figure 2 illustrate through a
qualitative schematic network. One
identified issue was a limited storage area
which due to limited space in the university
and the effect of natural disasters like
typhoon, earthquake, and fire. Recently, the
university experienced the strongest typhoon
ever recorded with international name
“Super Typhoon Haiyan” that destroyed
almost 90% of infrastructures like buildings
in the university resulting to heavy damages
of storage area and the office of the
university registrar.
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Document
Limited space in the Misclassification
University Difficulty in
document
Misplacement of monitoring
Documents

Limited storage
area Document Security

Termite and Pest

Difficulty in
Attack
Document
Natural disaster like Retrieval
Typhoons,
Earthquake, and Document
Fire Degradation

Theme 2: Coping Strategies of the

Figure 2: Schematic Network of Issues
Faced by the University Registrar
According to the Staff of the University
Registrar during the interview, “Most of the
documents in the storage area were wet and
disarranged due to strong winds and heavy
rain. Some of the documents were blown
away that causes to misclassification and
degradation of records.” Having a limited
storage area causes document
misclassification, misplacement of
documents, document security is at stake,
termite and pest attack, and document
degradation. The following causes
mentioned above would result in difficulty in
the document monitoring, difficulty in
document retrieval, and contrariwise. These
issues give dilemmas to the Office
considering that the records they are keeping
are student’s records and other pertinent
information about the students that in the
future these documents will be requested by
the stakeholder.
University Registrar
Coping strategies identified and mentioned
during the interview and observation with
the participants was established. Among
those coping strategies were asking support
from the administration through the budget
allocation of requests through Annual
Procurement Plan (APP) of the University.
Through APP, the office was able to apply
for maintenance technologies and
infrastructure. As mentioned by the
participant, she said: “The University always
has strong support to the office through
APP, where all requests were given like air
con, shelves, glass separator and protector,
individual enveloped filing and a lot more.”
However, the release of these requests also
takes time. That hinders the efficiency of the
office, with this situation that office resorted
to using Log book of all documents received
and released to the stakeholder. Using the
log book as attested by the participants
would result in improper filing and would
take time of releasing documents.

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The Society of Digital Information and Wireless Communications, 2017 ISSN: 2225-658X (Online); ISSN 2412-6551 (Print)

Take time in
releasing
Log Book
Improper filing
Admin support Maintenance
through Budget Technologies and
Infrastructure

Periodic Underman Take time in

maintenance (clean- releasing documents
up, checking)

Figure 3: Schematic Network of Coping

Strategies of the University Registrar

Further, despite this budget support, the

office is still lacking Staff to help them
manage stakeholder’s request, especially
that the University is getting bigger in
student population both in the
Undergraduate and Graduate Students.
According to the participant “We are
under man, we lack Staffs in the office to
help us in managing the Office, that is
why we have periodic maintenance in the
storage area and rotational assignment
as to who will be assigned in cleaning Figure 4: Login Form
and checking the documents in the
storage area.” Being under-staffing
would result in inefficiency and
unsatisfactory performance of the office
and would affect the service quality
render to the stakeholders like graduates,
parents, the students itself, and others
transacting the office.

Developed Software
Figure 4 shows the Login form of the
system. This form is the primary security
mechanism of the system against
intrusion or unauthorized user. Figure 5: Adding New Record

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The Society of Digital Information and Wireless Communications, 2017 ISSN: 2225-658X (Online); ISSN 2412-6551 (Print)

Figure 5 shows adding new record to the

system. This is where the user of the
system input basic information about the
owner of the document received from the
client like NSO Birth Certificate, Form
137, Honorable dismissal, TOR, and
others.

Figure 6 shows searching student’s records

through Student ID or Family Name also
the result of the search key. This
mechanism is for fast searching and
retrieval of documents of a specific
student or graduate.

Figure 7 shows the searching list form

Figure 6: Search Result indicating a specific list of student’s records

specified by the user by student number

and by year (from – to). This form is
another way of generating reports by a
list of students with submitted pertinent
and required documents of the University
through the Office of the Registrar.

Figure 8 revealed the result from figure 7

showing the search list result from
displaying the result by Graduate or
Figure 7: Searching List Form
Undergraduate by Program, Sex, Document
Status, Enrolled as, and a list of the available
year(s) per program.

Figure 9 shows a sample list report

generated from figure 8 by program
showing the Student Number, the name
of the Student, Sex, Document Status
(complete or incomplete), Enrolled as
(regular or irregular), and Enrollment
Status (Active or Inactive). The result
showed in alphabetical order of Family
Name and arranged using pagination.
Figure 8: Searching List Result Form

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Figure 10 is another report generated

from the system showing the sample
Monitoring Form. This form shows
the Student Number, Student’s Name,
mandatory document status, Optional
documents and status, Monitoring
Remarks, and Status of the Student.
This form helps a lot to the Office
because this is where they will see and
monitor the required documents,
especially when the student is about to
graduate. Through this report, the
Office can easily provide and quick
feedback to the student as to what
documents are still lacking.

Figure 11 shows form in managing the

system also known as the Maintenance
Form where adding new programs,
document type, a list of programs, and
a list of documents currently saved in
Figure 9: Sample List Report Result the system. Also, this form performs
editing and deleting programs and
documents.

Figure 11: Maintenance Form

Figure 10: Sample Monitoring Form Generator 5.0 CONCLUSION

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